Loading...
COOPERATIVE FUNDING AGREEMENT FOR STEVENSONS CREEK WATERSHED: IMPLEMENTATION OF BMPs, TURNER STREET CONNECTOR (L554) AGREEMENT NO. 06C00000086 COOPERATIVE FUNDING AGREEMENT BETWEEN THE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND CITY OF CLEARWATER FOR STEVENSONS CREEK WATERSHED: IMPLEMENTATION OF BMPs, TURNER STREET CONNECTOR (L554) THIS COOPERATIVE FUNDING AGREEMENT is made and entered into by and between the SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT, a public corporation of the State of Florida, whose address is 2379 Broad Street, Brooksville, Florida 34604-6899, for itself and on behalf ofthe Pinellas-Anclote River Basin Board, hereinafter collectively referred to as the "DISTRICT," and CITY OF CLEARWATER, a municipal corporation of the State of Florida, whose address is 112 South Osceola Avenue, Post Office Box 4748, Clearwater Florida, 33758-4748, hereinafter referred to as the "CITY." WITNESSETH: WHEREAS, the CITY proposed a project to the DISTRICT for funding consideration under the DISTRICT'S cooperative funding program; and WHEREAS, the project consists of design, construction permitting, construction documents, bidding and contractor selection, construction, and construction engineering and inspection for the Turner Street box culvert connector, hereinafter referred to as the "PROJECT"; and WHEREAS, the DISTRICT considers the PROJECT worthwhile and desires to assist the CITY in funding the PROJECT. NOW THEREFORE, the DISTRICT and the CITY, in consideration of the mutual terms, covenants and conditions set forth herein, agree as follows: 1. PROJECT MANAGER AND NOTICES. Each party hereby designates the employee set forth below as its, respective Project Manager. Project Managers will assist with PROJECT coordination and will be each party's prime contact person. Notices and reports will be sent to the attention of each party's Project Manager by U.S. mail, postage paid, to the parties' addresses as set forth below: in the introductory paragraph of this Agreement. Project Manager for the DISTRICT: Project Manager for the CITY: Richard Mayer Elliot Shoberg Page 1 of 7 Any changes to the above representatives or addresses must be provided to the other party in writing. 1.1 The DISTRICT'S Project Manager is hereby authorized to approve requests to extend a PROJECT task deadline set forth in this Agreement. Such approval must be in writing, explain the reason for the extension and be signed by the Project Manager and his or her Department Director, or Deputy Executive Director if the Department Director is the Project Manager. The DISTRICT'S Project Manager is not authorized to approve any time extension which will result in an increased cost to the DISTRICT or which will exceed the expiration date set forth in Paragraph 4, Contract Period. 1.2 The DISTRICT'S Project Manager is authorized to adjust a line item amount of the Project Budget contained in the Proposed Project Plan set forth in Exhibit "B" or, if applicable, the refined budget as set forth in Paragraph 3.1 below. The adjustment must be in writing, explain the reason for the adjustment, and be signed by the Project Manager, his or her Department Director and Deputy Executive Director. The DISTRICT'S Project Manager is not authorized to make changes to the Scope of Work and is not authorized to approve any increase in the not-to-exceed amount set forth in the funding section of this Agreement. 2. SCOPE OF WORK. Upon receipt of written notice to proceed from the DISTRICT, the CITY agrees to perform the services necessary to complete the PROJECT in accordance with the Special Project Terms and Conditions set forth in Exhibit "A" and the Proposed Project Plan set forth in Exhibit "B." Any changes to this Scope of Work and associated costs, except as provided herein, must be mutually agreed to in a formal written amendment approved by the DISTRICT and the CITY prior to being performed by the CITY, subject to the provisions of Paragraph 3, Funding. The CITY will be solely responsible for managing the PROJECT, including the hiring and supervising of any consultants or contractors it engages in order to complete the PROJECT. 3. FUNDING. The parties anticipate that the total cost of the PROJECT will be Two Million Dollars ($2,000,000). The DISTRICT agrees to fund PROJECT costs up to One Million Dollars ($ 1,000,000) and will have no obligation to pay any costs beyond this maximum amount. The CITY agrees to fund PROJECT costs up to One Million Dollars ($1,000,000) and will be responsible for all costs in excess of the anticipated total PROJECT cost. The CITY will be the lead party to this Agreement and pay PROJECT costs prior to requesting reimbursement from the DISTRICT. 3.1 The DISTRICT will reimburse the CITY for the DISTRICT'S share of the PROJECT costs in accordance with the Project Budget contained in the Proposed Project Plan set forth in Exhibit "B." The CITY may contract with consultant(s) or contractor(s) or both in accordance with the Special Project Terms and Conditions set forth in Exhibit "A." Upon written DISTRICT approval, the budget amounts for the work set forth in such contract(s) will refine the amounts set forth in the Project Page 2 of 7 Budget and be incorporated herein by reference. The DISTRICT will reimburse the CITY for 50 percent of all allowable costs in each DISTRICT approved invoice received from the CITY, but at no point in time will the DISTRICT'S expenditure amount under this Agreement exceed expenditures made by the CITY. Payment will be made to the CITY in accordance with the Local Government Prompt Payment Act, Part VII of Chapter 218, Florida Statutes (F.S.), upon receipt of an invoice, with the appropriate support documentation, which will be submitted to the DISTRICT monthly at the following address: Accounts Payable Section Southwest Florida Water Management District Post Office Box 1166 Brooksville, Florida 34605-1166 3.2 The Project Budget includes any travel expenses which may be authorized under this Agreement and reimbursement will be paid in accordance with Section 112.061, F.S., as may be amended from time to time, and District Procedure 13-5, attached hereto as Exhibit "C." 3.3 The CITY will not use any DISTRICT funds for any purposes not specifically identified in the above Scope of Work. 3.4 Each CITY invoice must include the following certification, and the CITY hereby delegates authority by virtue of this Agreement to its Project Manager to affirm said certification: "I hereby certify that the costs requested for reimbursement and the CITY'S matching funds, as represented in this invoice, are directly related to the performance under the Stevensons Creek Watershed: Implementation of BMP's, Turner Street Connector (L554) agreement between the Southwest Florida Water Management District and City of Clearwater (Agreement No. 06C00000086), are allowable, allocable, properly documented, and are in accordance with the approved project budget." 3.5 The DISTRICT'S performance and payment pursuant to this Agreement is contingent upon the DISTRICT'S Governing Board appropriating funds for the PROJECT. 4. CONTRACT PERIOD. This Agreement will be effective upon execution by all parties and will remain in effect through May 30, 2009, unless terminated, pursuant to Paragraph 9 below, or amended in writing by the parties. 5. PROJECT RECORDS AND DOCUMENTS. Each party, upon request, will permit the other party to examine or audit all PROJECT related records and documents during or following completion of the PROJECT. Each party will maintain all such records and Page 3 of 7 documents for at least three (3) years following completion of the PROJECT. All records and documents generated or received by either party in relation to the PROJECT are subject to the Public Records Act, Chapter 119, F.S. 6. OWNERSHIP OF DOCUMENTS AND OTHER MATERIALS. All documents, including reports, drawings, estimates, programs, manuals, specifications, and all goods or products, including intellectual property and rights thereto, purchased under this Agreement with DISTRICT funds or developed in connection with this Agreement will be and will remain the property of the DISTRICT and the CITY, jointly. 7. REPORTS. The CITY will provide the DISTRICT with copies of any and all reports, models, studies, maps or other documents resulting from the PROJECT. 8. LIABILITY. Each party hereto agrees to indemnify and hold the other harmless, to the extent allowed under Section 768.28, F.S., from all claims, loss, damage and expense, including attorney fees and costs and attorney fees and costs on appeal, arising from the negligent acts or omissions of the indemnifying party's officers, employees, contractors and agents related to its performance under this Agreement. This provision does not constitute a waiver of either party's sovereign immunity under Section 768.28, F.S. or extend either party's liability beyond the limits established in Section 768.28, F.S. 9. DEFAULT. Either party may terminate this Agreement upon the other party's failure to comply with any term or condition of this Agreement, as long as the terminating party is not in default of any term or condition of this Agreement. To initiate termination, the terminating party must provide the defaulting party with a written "Notice of Termination" stating its intent to terminate and describing all terms and conditions with which the defaulting party has failed to comply. If the defaulting party has not remedied its default within thirty (30) days after receiving the Notice of Termination, this Agreement will automatically terminate. 10. RELEASE OF INFORMATION. The parties agree not to initiate any oral or written media interviews or issue press releases on or about the PROJECT without providing advance notices or copies to the other party. This provision will not be construed as preventing the parties from complying with the public records disclosure laws set forth in Chapter 119, F .S. 11. DISTRICT RECOGNITION. The CITY will recognize DISTRICT funding and, if applicable, Basin Board funding in any reports, models, studies, maps or other documents resulting from this Agreement, and the form of said recognition will be subject to DISTRICT approval. If construction is involved, the CITY will provide signage at the PROJECT site that recognizes funding for this PROJECT provided by the DISTRICT and, if applicable, the Basin Board(s). All signage must meet with DISTRICT written approval as to form, content and location, and must be in accordance with local sign ordinances. Page 4 of 7 12. PERMITS AND REAL PROPERTY RIGHTS. The CITY must obtain all permits, local government approvals and all real property rights necessary to complete the PROJECT prior to commencing any construction involved in the PROJECT. The DISTRICT will have no obligation to reimburse the CITY for any costs under this Agreement until the CITY has obtained such permits and rights and construction has commenced. 13. LAW COMPLIANCE. Each party will comply with all applicable federal, state and local laws, rules, regulations and guidelines, related to performance under this Agreement. 14. COMPLIANCE WITH DISTRICT RULES & REGULATIONS. If the PROJECT involves design services, the CITY'S professional designers and the DISTRICT'S regulation and projects staff will meet regularly during the PROJECT design to discuss ways of ensuring that the final design for the proposed PROJECT technically complies with all applicable DISTRICT rules and regulations. 15. DIVERSITY IN CONTRACTING AND SUB-CONTRACTING. The DISTRICT is committed to supplier diversity in the performance of all contracts associated with DISTRICT cooperative funding projects. The DISTRICT requires the CITY to make good faith efforts to encourage the participation of minority- and woman-owned business enterprises, both as prime contractors and sub-contractors, in the performance of this Agreement, in accordance with applicable laws. 15.1 If requested, the DISTRICT will assist the CITY by sharing information to help the cooperator in ensuring that minority- and woman-owned businesses are afforded an opportunity to participate in the performance of this Agreement. 15.2 The CITY agrees to provide to the DISTRICT, upon final completion of the PROJECT, a report indicating all contractors and sub-contractors who performed work in association with the PROJECT, the amount spent with each contractor or sub-contractor, and whether each contractor or sub-contractor was a minority- or woman-owned business enterprise. If no minority- or woman-owned business enterprises were used in the performance of this Agreement, then the report shall so indicate. 16. ASSIGNMENT. No party may assign any of its rights under this Agreement, including any operation or maintenance duties related to the PROJECT, voluntarily or involuntarily, whether by merger, consolidation, dissolution, operation of law, or any other manner without the prior written consent of the other party. In the event of any purported assignment of rights in violation of this section, the parties agree that this Agreement shall terminate and is void. 17. SUBCONTRACTORS. Nothing in this Agreement will be construed to create, or be implied to create, any relationship between the DISTRICT and any subcontractor of the CITY. Page 5 of 7 18. THIRD PARTY BENEFICIARIES. Nothing in this Agreement will be construed to benefit any person or entity not a party to this Agreement. 19. LOBBYING PROHIBITION. Pursuant to Section 216.347, F.S., the CITY is hereby prohibited from using funds provided by this Agreement for the purpose of lobbying the Legislature, the judicial branch or a state agency. 20. PUBLIC ENTITY CRIMES. Pursuant to Subsections 287.133(2) and (3), F.S., a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, F.S., for Category Two, for a period of 36 months following the date of being placed on the convicted vendor list. CITY agrees to include this provision in all subcontracts issued as a result of this Agreement. 21. DISCRIMINATION. Pursuant to Subsection 287.134(2)(a), F.S., an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity. CITY agrees to include this provision in all subcontracts issued as a result of this Agreement. 22. ENTIRE AGREEMENT. This Agreement and the attached exhibits listed below constitute the entire agreement between the parties and, unless otherwise provided herein, may be amended only in writing, signed by all parties to this Agreement. 23. DOCUMENTS. The following documents are attached and made a part of this Agreement. In the event of a conflict of contract terminology, priority will first be given to the language in the body of this Agreement, then to Exhibit "A," then to Exhibit "C," and then to Exhibit "B." Exhibit "A" Exhibit "B" Exhibit "C" Special Project Terms and Conditions Proposed Project Plan District Travel Procedure 13-5 The remainder of this page intentionally left blank. Page 6 of 7 IN WITNESS WHEREOF, the parties hereto, or their lawful representatives, have executed this Agreement on the day and year set forth next to their signatures below. SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT By: ~- David . Moore, Executive Director q"J'f -0, Date CITY OF CLEARWATER By: 4~ ~ ~ Hibbard, Mayor-€kM#H1i~f4w By: ~-:.-.. ~ "7f Wlliam B. Horne II, City Manager 0t~6 Da e Date "- ..:: ATTES'I:-: _ _ \~I~~.. - F~~'flb;l~k ~ Appro~ad as 'to fohn: 1)-' ~ (!. 7-~4-/J' Date Le COOPERATIVE FUNDING AGREEMENT BETWEEN THE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT AND CITY OF CLEARWATER FOR STEVENSONS CREEK WATERSHED: IMPLEMENTATION OF BMPS, TURNER STREET CONNECTOR (L554) DISTRICT APPROVAL INITIALS DATE LEGAL Me)lt J.11.:a./ol. RISK MGMT N/A . CONTRACTS $= W! RM DEPT DIR ." ).. 6 DEPUTY EXEC DIR v -"1 GOVERNING BOARD N/A Page 7 of 7 AGREEMENT NO. 06C00000086 EXHIBIT "A" SPECIAL PROJECT TERMS AND CONDITIONS 1. CONTRACTING WITH CONSULTANT AND CONTRACTOR. The CITY may engage the services of a consultant(s), hereinafter referred to as the "CONSULTANT," to design and a contractor(s), hereinafter referred to as the "CONTRACTOR," to construct the PROJECT in accordance with the Proposed Project Plan attached as Exhibit "B." The CITY will be responsible for administering the contracts with the CONSULTANT and CONTRACTOR and will give notice to proceed to the CONSULTANT no later than July 31,2006. 2. APPROVAL OF CONSTRUCTION BID DOCUMENTS. The CITY must obtain the DISTRICT'S written approval of all construction bid documents prior to being advertised or otherwise solicited. The DISTRICT will not unreasonably withhold its approval. The DISTRICT'S approval of the construction bid documents does not constitute a representation or warranty that the DISTRICT has verified the architectural, engineering, mechanical, electrical, or other components of the construction documents, or that such documents are in compliance with DISTRICT rules and regulations or any other applicable rules, regulations, or laws. The DISTRICT'S approval will not constitute a waiver of the CITY'S obligation to assure that the design professional performs according to the standards of his or her profession. The CITY will require the design professional to warrant that the construction documents are adequate for bidding and construction of the PROJECT. 3. DISTRICT PARTICIPATION IN SELECTING CONSULTANT AND REVIEW OF CITY'S SELECTION OF CONTRACTOR. Upon notifying the CITY'S Project Manager, the DISTRICT will have the option of participating as an evaluator in the CITY'S process for selecting the CONSULTANT in accordance with Section 287.055, F.S. The CITY will provide the DISTRICT with a tabulation of CONTRACTOR bids and a recommendation to award. The CITY must obtain the DISTRICT'S approval of the selected CONTRACTOR prior to proceeding with construction of the PROJECT and the DISTRICT will not unreasonably withhold its approval. 4. APPROVAL OF CONTRACT. The CITY must obtain the DISTRICT'S prior written approval of all contracts entered into with its CONSULTANTS and its CONTRACTORS as referenced above in item number one of this exhibit. The DISTRICT will not unreasonably withhold its approval. 5. COMPLETION DATES. The CITY will commence construction on the PROJECT by October 15, 2007, and will complete the PROJECT by October 15, 2008. However, in the event of any national, state or local emergency which significantly affects the CITY'S ability to perform, such as hurricanes, tornados, floods, acts of God, acts of war, or other such catastrophes, or other man-made emergencies beyond the control of the CITY such as labor strikes or riots, then the CITY'S obligation to complete said work within aforementioned time frames will be suspended for the period of time the condition continues to exist. This will be the CITY'S sole remedy for the delays set forth in this paragraph. Page 1 of 1 AGREEMENT NO. 06C00000086 EXHIBIT "B" PROPOSED PROJECT PLAN Proiect Description This PROJECT is construction of 2,000 feet of box culvert to connect the Glen Oaks and Lake Bellevue project. Refer to Attachment 1 for the PROJECT location. The PROJECT includes design, construction permitting, construction documents, bidding and contractor selection, construction and construction engineering and inspection. PROJECT SCOPE Key tasks to be performed by the CITY: 1. Attend one meeting with the DISTRICT prior to beginning the PROJECT to discuss the approach, schedule and budget. 2. Hire a CONSULTANT for design, construction permitting and preparing construction documents. 3. Bid, select and hire a CONTRACTOR to complete the construction in accordance with the approved bid documents. 4. Provide construction engineering and inspection services during construction with CITY staff, or hire a CONSULTANT to provide these services. 5. Monitor all phases of construction by means of survey, observations and materials testing to give reasonable assurance that the construction work will be performed in accordance with the approved plans and specifications set forth in the DISTRICT approved contract between the CITY and its CONTRACTOR. 6. Provide the DISTRICT with one copy of a summary of the construction quality assurance data, construction record drawings and permit related submittals. 7. Be responsible for any post- PROJECT reporting that may be required by the permitting agencies. PROJECT BUDGET DESCRIPTION Design, Construction Permitting, and Construction Documents Construction Construction Engineering & Inspection Total: CITY DISTRICT TOTAL $100,000 $100,000 $200,000 $850,000 $850,000 $1,700,000 $50,000 $50,000 $100,000 $1,000,000 $1,000,000 $2,000,000 Page 1 of 2 PROJECT SCHEDULE DESCRIPTION Start up meeting Design, Construction Permitting, and Construction Documents Commence Construction Complete Construction Provide Construction Records COMPLETION 06/30/2006 OS/20/2007 10/15/2007 10/15/2008 12/31/2008 Page 2 of 2 Attachment 1 -L554 Connector is shown above AGREEMENT NO. 06C00000086 EXHIBIT "e" '" . ., PIlOGBD1J'RE'JlllSJ "1"'0'! . SOUTBWESTFLblUDAWA'I'U MANA~~ . . . '. .' . . ~ ~ 13-S PAOE;:lOf.I6 . ACCD lWGa PINANCIAL.B.BPOB.TlN('JJI:11\r4'1If~".'" .' '.... ., . . ". . DATEtOli3Ol96 . . F_ ~d3';S nato& O6IOll!Ri ~ . ~ ... ~ t.\,,L . . .., ...' ,."".,.,.",.The bvel ~~ tottli Dwnctlb8l1 sOW ~ ~ traWI.~ tor.. ..,'""...... . ~,tothO__t~e.IDd~Mtitbi~..~af'~ tl2.313, " Florida Stat;utcl$. '. ,~ ....i 'I'l1U: 'I'lA'StBL' SECTIONIDEPAK APPROVItD: .....1 ,. "~I 'I ,.,'.., ,....,.. . . .' 0\ ,> . .' "/ A.l.J..'1,""'tl,.o~ 'l'()' JN~ TRA~ .BXPBNSESI' y uav_ of the DistriCtdlust: be In aanncttttHncur tni.vCl~"fOttbl p ~~ Ip~ly;executsd Tm J\UtJ;lOrizatiOh fonn. B~ CoiRat~~l'QIicW. . '. ':)< P11BLICPtJRPOSE~.The pl.1bl~c p~. .. ror~\'tIijthltlhDUUte ....~ to ...cltlct>il 0111" DistfldU:lUiIliII.. / . ,....> > . .ill ,/,. '....., . .,'.,> / < AumO'U~tm TRAVIU.IllIlS: ~ _whO"_.. IdYlllCe ~.in' ~ WittiBOUdPOliqJ13Q.oS to incurlliWl__.latYto ~ 0ftiCW ~ ~ ti:t.ldetaneOftbe foUowiJIgcategories;. ,.,.,',., . <i/?M ,.. d. ,,'. ~1I1d:aaams6am~ ..."., >i "....., "., . ..' ..., ..,..,..1 . .;~utiw~..AUistallt~' DiteCtOr n-ft..v ~ ~bd ~<<aIdil , ~ 77 .,., . '~...J. ,~,~ = .'~ .(1 COUriSil i) ""./. ,.../ / ...,./.' ""', "'/""".', ....., .' "., '. . . . . ..~ , . .. ". ......., . ">. .'. ,. ..,.,' ...>" ,,' '<iT .1 . lIM....~.M ma:BOaM~......~l'" ......l:iI:Mor ~/ ;r~~~tc>bro.ih'tt&'Y'el"""" .,...<, ~..-.,........ . ~"'~'r"""""C. ~~ T ".'bYthOit~oftbe~s~~. ,.., .,'",>..,.,<;! . .'. '"., .,.... .....',., ",..", '.. . ,...,....>... ,... " .,., ;j ,""." . G'a&ti~for'aftt-~~_ot~cpt~ Mua- ~'bY ~ ~ ,.....,. ~~~WithH_~. ,,'., ,......,...' , ,'.,.< . JDd1ViclUlls~tO~tbi.'_lIrYiceusa~Or~orasan~ committeo mc:mbet.Mliat bCr'~ bY the P.:UcUti.Vc ~ or ASIi8Wl1 ~e >."....,1 "... ",......~ .' >, .,i:I'eiCtO!',Ol' _pee. '. . ", ',,' .. ... ..' TRA.wLDAYf Apelj.Od oftW~-tour (~hiUtI MMiaa offOur ~ ~o..f lWL (~) . bOtita ~ WhiCh IbIU he a CII~:4iY(U;illftijbtto mi4mIli). .. . . ... ............. TRAVEl., PBlUOIJ:."1'he ~..,~,tbltime ot~."IU[the ~ Of.ttmitrl.....A '..,'. CDlitU:u1ous traVelFriodc:cmsi8ts Ofall"tol't _"i'Om"~ trave&ld in lIUQC:OSIkm WithOQtaldlk ,.,L """"'11 . . .... ..,.. b1!"...., c~. ,.> .:... :.... : .' > ..,.,'''' ..... ..... .....,............ .' .'. ..,.,': :.. .ill. .,...," < PROCEDURE SOUTHWEsT FLORIDA WATER MANAGEMENT DISTRICT TITLE: TRAVEL ' ~ECllONIDEPAR~: ,A APPROVED:' ~ NUMBER: 13-5 PAGE:2ofI6 OFFICIAL HEADQUARTERS: This is the office, field office or location where the traveler is uonnalIy assigned and nom which that person perfoJmS the majority of hislher duties. Each employee's officia1 h~ ~ be the same as that indicated in the area marked "LOC^TION:" onhislherposition dc:scription, except that: a) The offiCial ~ of an ~loycc located in the field shall be the city or town nearest to. o the ~ w~ the majority ofhislhcr work is per.fcirmcd; or such other city, town, or area as may be desigr;iated by- the District provided that in all cases such designation must be in the best ~tcrcst of the District and not for the convenience' ofthc employee. b) When ~ employee is stationed in any city, town. or locality for a pcrlOd of over 30 coritinuotlS workdays, such location sbaII be deemed to be their offiCial ~ and they shall.not be allowed per diem or subsistence after the said period of 30 continuous workdays ~, elapsed unless this period of time is extended by the ~ approVal of. the Executive Director or. designee. . ~) W4~ In tile b,cst iI1~st of~e District, employees may identify their home ~ as "p,()int of Qri~" for.aspeCi1ic 1nlvcl periOd if approved by their sup:rvisoL: on tho tra~I ~o~~ ' , foIifi~c~ !tiS mtliebCSt,jji~f~f5 DiStOCfwIimthC QILProy='S'liOmciS'~~p()mrof, ~6n than hWher officialheadqtiartcrs. If c1cpartui'e ftotn home is for the conv~Crice of the 'e,~~loy'~, an.d ,further fIom the PfJint of deStinati~ tIuu1 the otiiciaI ~~ the reimb~~ will be autho#zed fur ~ consttuctive distance from the officiaI'headq118rten "? the powtof destiDation (the lesser of die two). The offici,~, ~ of (JQveming and B~.in Board members is tboir home ~s,.;, Bo~ mC:rnbCrSWiIl~'~~for actuaIroliDd trip I1:1ileagc ftomtbeir home ~,to thC ~On :;. .' " .. . .~, ,..,..,-.. ."....: :. " .~. . . -. . . .. -.' -. ' .! ,. . ' ,'- ~,' ~"';'., ;-... wJ?cn ~:y:~JJng.on Dis1rict bUsipess.' To establish the mileage, Boatd~bCi'S may pIpV1do the odometer~rl~gfora.roUnd trip to their regutarmeeting l~s) f<?llowmg thcir~tnp to~, destfua,tion\ IfBo8id ~~ chim&e their hOme address dUring their term in offiC?,c~ the Inilcage shall be ~byprOvidiJig a Iep~~todomctcrr=ding indiCating the date cb.ai1gc occwred. TRAVEL AUTHORIZATION:. This fann must' be used by aU Distnct employees for the following PUIpOses: · To obtain. authorization to travel8nd incur travel related expenses (includes t:r3ining sessions conducted at other District offices) . .. To request registratioJ? fee payments . To requeSt traveladvanccs. I I t ! :1, ~~ :.~ I',i J I , PROCEDURE SOUl'HWFSrFLORlDA WATER MANAGEMENT DISTRICT TITLE: TRAVEL SECTIONIDEP~. .: : Ace APPROVED:, ~ NUMBER:- 13-5 PAGB: 3 of 16 G & FINANCIAL REPORTINGlFINANCE CTIVE DATE: 08130/96 SUPERSEDES: 13-5 Dated 06/01/96 TRAVEL AUTHORIZATION (coRbaed): ' Governing Board members must, use the travel authorization form for prior approval of 1l0Jl<<heduled tritvc1 outsidC the District including attendance at conferences or conventions. All scheduled travel for Governing Boa,rd members o1$ide the District incl1;1ding attendance at con:fcrences or conventions requires prior approval through the consent agenda of a regular monthly . Ooveming Board meeting. BaSin Board members must use the travel authorization fcmn for prior approval of aD travel (including to Govmrlng ~ meetings) other than travel to Basin meetings. COnsultants andadvisoIs shall be autharlzCd as travelerS ofthc District under the terms of a ~ or agreement executed by the Exccutiye Director or Assistant Executive Director. Advisory committee members sball be authorized as travelers of the District py bliuiket trivet. 'authoriDtioIi witha:ttachCdli~of all individuals selected'by the Executive Director to SClVe on that coi:mnittce. This _g shall be updated by the ~c DcpartD1cot when members are rCmoved or addCd to the list.. : . ' , EmplOYMent candidates formanagCment or professional posiuOIis shall be aUthorized ~ tnlVe1.CIS of the Districtundet a travel autho=tion form prepared by the Human Resour~ Department repl'CSentauvc at. the. time travel ammgcmcnta ire made. The Travel Voticl1cr fOrm will also be ~d by the H~ Resources Departinent representative in conjunction with the type of rciu1b~CIq,ent ~to by thecandidatc. Candidate will be asked to "sign the authorimtion and travel vouchci foims 'upon arrival for lhe interview. ~ fonn must define the public pwpose and inCl~ ~tion.. dates of trclve1. inod.c of ~O$tion. estUiiatcd cost and .required approval authority signatures prior to schcdn1i11g.the tI;lveL ThC~ ~ must be typed or cOmpleted ininJe. A copy of the fully ~TIavcl Authorization mu:st be on file in. the traveler's deparbncirt prior to departure for all tiavel pui.poscs and reriWn on :file fur the current fiscal year plus one year. B~T TRAVEL AlJTHOR.lZATION: If. an employee travels regularly for work assigtiments to a particular loCation or similar locations, a "blanketR travel authoriiation form should be completed to cover the curCcnt fiscai: year (or requircdtravel period for'the assignment) and ~ ()n IDe in the Finance Department. The form must be signed by the traveler-and an reqUired approval aUthorities. I PROCEDURE . SOUTHWEST FLORIDA WATER MANAGEMENT DlSTRIcr 11TLE: TRAVEL SECllONIDEP~NT: AC . . APPROVED: LJfifJL . NUMBER: 13-5 PAGE: 4 of 16 UNTlNG &. FINANCIAL REPORTING /FINANCE DATE: 08130/96 SUPERsEDES: 13-5 Dated 06/01196 BLANKET TRAVEL AUTHORIZATION (continued): · The completed travel authorization form s.ball indicate an "as needed" status. · The white and pink copies oftbc travel authorization fOIm must be submitted to the Accounts Payable secti~ oftbc Finaucc Dep;<LTtmeDt for the Finance file ofrecord. The yellow copy must be mained in the travcleJ;'s dcpartmc:nt file for the current fiscal yearplus one year in compliance . wi~ the State Retention Schedule. · Each time a Travel Voucher is submitted utilizing a blanket travel authorization. ~c traveler must ~erencc the-TA-#I#I## on the Travel Voucher fonn. . · A master blanket travel authorization may be mbmittCd to cover all locations withjn ~ District boundaries,. although, for regular work: assignments. outsl,de District boundaries a. separate "bbinket" travel ~orimion Will be tcquired for each specific location. . · Blanket travel authorizatio~ do not indicate the point of origin. The travel voucher subm,itted fat this type of travel will document the point ofongin approv:ed by the supervisor. SIGNATUREs REQUIliED FOR 'fIlA VEL AUTHORIZATIOl'J: 'l'h traveler must si~ the fomi in ink ~d secure, the appropriate approval authoritY signatui'cs as indicated. No one may ex~ Siguature authority for himsCJf or herself, tather, approval of a higher level of authority must be ohtaineCi. . . · . ~VELE.R.: Goveming Boaid members (required for non-scheduled travel outside District in~l1~ co~or conventiOns only) APP~<;)V At SiGNATURE REQUIRED: Govcming Board Chllinnlln or Vice Chaiiman · TRA VELEJl: BasiIJ. Board members (requited for all travel including Govcming Board nieetlnp; not.required for Basm Board meetings) .APP~(jV AL SIGNA~ REQUIRED: Basin Board Chainnan Ex-officio PI' Governing Boai'dr.hllinnan or Vice Chainn:an · TRAVELER: Executive: Director (required. for travel outside the District boundaries and to ~ cOnferences or conventions) APPROVAL SIGNA~ REQUIRED: Governing Board Chairman or Vice Chainnlln · . rRA VELE~ Assistant Executive Director APPROVAL SIGNATuRE REQUIRED: Executive Director . I PROCEDURE SOUTHWE5r FLORIDA WATER MANAGEMENT DISTRICf NUMBER: "13-5 PAGE: 5 0(16 TITLE: TRAVEL . SEcrIONIDEPAR~: ACCO~~~CIAL REPORTINGlFINANCE APPROVED: lJ"fhIt.. ~DATE: 08130196 SUPERSEDES: 13-5 D~tcd 06/01/96 SIGNATURES REQUIRED FOR TRAVEL AUTHORIZATION (c:ontfnued): · TRAVELER:. Deputy Excc;unye Directors, General Counsel ami ~r ~ APl'ROV AL SIGNATuRE REQUIRED: Executive Director or Assistant Executive DirectOr . TRAVELER: Attoiucys ~PROV AL SIGNATURE REQUIRED: General Counsel .. TR.A VELER: DircctOIs . APPROV AI., SIGNATURE REQUIRED:- Deputy Executive DiIectors · ~VELER: Employees (outside the state) .APPROV AL SIGNATURE REQUIRED: SuperviSors and Department Dircctors. and Deputy EXecutive ~ircetors or GcmcraI Counsel; ami Assistant ~ecutive Director or hislksignee. · TRA vE:r.ER: Employees (within state outside Oistrict or to conferences or conventiOns) APPROV AJj SIGNATURE REQUIRED: So:pcrvisoIS andpepartmentDirectors andDeputy EXecutive Directors or Gencr&l COunsel · . ~ ~R: Employees (insicte.Districtnm to conf~s or convcritions) APPROVAL SIGNATURE REQUIRED: Supervisors and PcpartmCDt Directors or designee · TRA VEL~R: Acivisors and Coi1s~~ .APPROV ~ SIGNATURE IU;QUIRED: Deputy Executive Directors · TRAVELER: Ad' .. C ~tteO Members ".:" . ... > Y1;SOlYOImIU . .. APPROVAL SIGNATURE REQUIRED: Executive Director or designee · T~ Y.2LER: EnlPloyment Candi~ APPRoVAL SIGNATURE REQUIRED: Department Director after coo~tion with Humm ResOUrces TRAvEL VOUCHER: A'Travcl Voucher form should be conwlcted immediately upon return from a schedUled.ttavcl period to verifY aD rdated expenses. A travel voucher form must be submitted to Acc01mt,s Payable within three working days of return :from a travel Pcriod when "Advance Travel Payment" haS been received. If no "Advance Travel Paymcntll has been received, a travel voucher form mUst be submitted to . Accounts Payable within thirty days of~ctuming from Ii travel period. I I PR.OCEDURE. ~UTHWEST FLORII)A WATER MANAGEMENT DISTRICT TITLE: TRAVEL SECTIONIDEP APPROVED; NUMBER! 13-5 PAGE: 6of16 G 8i FINANCIAL REPORTINGIFINANCE FECTIVEDATE: 08/30/96 SUPERSEDES: 13-5 Dated 06/01196 TRAVEL VOUCHER (conUllued): The pre-printed travel voucher fonn must be typed or completed in ink G ~rization dOcuments (i.c., .copies Qftravel authorization form. agenda, registration fonn, etc.) must be attached. Blanket travel authorization forms on filf' 't! Finance must be referenced on the Travel Vouch,er by providing . theTA Imr."lIJl. , · Each. one-way trip must be entered on a separate line of the Travel Voucher. The point of origin (from) and de~tion (to) must be indicated. . · The first IIlcg"{one-way trip) oitravcI period must include the actua1 time d~d from the . ~t oforigfu iDd the last lIJeg" of that travel period must show the tiI:i1c rcturnCd and location of ibaa1deStlnation. HoUr of departure and hour of retunl arc tequired for ail travel periods. ContinUoUS travelperiods would rCquire ~rding thC time at the beglnnn,g ofibe fimt ''leg'; and the time at completion of the final "leg." · ContinuouS ~vel bctwceu various destinations must be detailed on the 'Travel Voucher. Each "leg" of cnntipuotis travel will inc1udC a point of origin, destiliation and.associated explanation ofjn1bIic pulpose. · The public purpose requirem~ must be defined on the Travel Voucher by ~cating topic of a me~ (i.c., Meeting on SWIM Issues. Meeting with Deputy Director). type ofconfe~ or ccmvention (i.e., GFOA Con&encc. A WW A Conference). purpo~ of an event (i.e., ribbon . cuttiiig fot service office). etc. Govemmgand.Basin Board members may elect to sUbmit Travel Vouchers quarterly. VIqNr.rY ~GE: Vicinity mileag(: reptesentSmiles Qrivcn after arrival at ~ ~ fto~apo~ of ~tion to ano~pOint withiil the Wn~ city only wh(:n ncccs~ t() (X)Ilduct . officW busiW1~.sS duriiik thcpCrlod con~dered Itvicinity" travel.. Vicinity mileage mUst be reported sCpai'ately-on. the Travel. Voucher f~ lind an explapation must be included to justify public. purpose. :RepOrt ~te, destination, pUblic PUIpose. mId. beginniDg and ending. odometer readings "(AUto Mil~ COde "2") on Travel VQucher to proVide the required dOcumentation. "Odometer ~~ ToIFrom DestiIlation" (Auto Miles Code "3") is Dot consi~ Vicinity mileage (see AUTO EXPENSES for rCporting requircn1ents). SIGNATURES REQUIRED FOR TRAVEL VOUCHER: The traveler muSt sign the form in ink and securC theappropriatc ~va1 authority signatures as indicatCd. No one may exercise sisnatuIe authority for himself or herself, rather~ apptoval\ of a higher level of authority must be obtained. . PROCEDURE . SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT 'I1TLE: TRAVEL SECTIONIDEPA APPROVED: NUMBER: -13-5 PAGE: 7ofl6 G & FINANCIAL REPORTINGIFINANCE VE DATE: 08130/96 SUPERSEDES: 13-5 Dated 06101196 SIGNATURES REQUIRED FOR TRAVEL VOUCHER (contfDued): · TRA ~ Governing Board and Basin Board members and Executive Director. APPROVAL SIGNATURE REQUIRED: Travcier is only signature required except as stated in the Board PoliCY when prior approval is required . . · TRA VELElt: Assistant'Executive Director . APPROVAL SIGNA~ REQUIRED: EXecutive Director · 'IRA VELER: Deputy ExecUtiVe Directors. General Counsel and Inspector General APPROV ~ SIGNATURE ~QUIRED: Assistant Executive Director · ~ VELER: Attomcys APPROVAL SIGNATURE REQUIllED: General Counselor Seoi9r Supervising Attorneys · TRAVELER: DirectOrs . APPROVAL SIGNA~ QQUIRED: Deputy Executive Directors · TRAVELER: &1ployces APPROVAL SIGNATURE REQUIRED: Supervisors andior Managers and Oepartm~t Direc~ ordesignCe · TRAVELER;: Advi$ors ancl Consultants .APPROV AL SIC?NATURE REQUIRE~: Deputy ~cutive Directoi · 'q{A. ~R: A4visory Cc:munittcc Members . APP~OV AL SIGNATURE REQUIRED: Executive Director or designee · ~ ~R: ~loyment C~dates . . .' . APPROVAL SIGNATURE REQUIRED: Department Directors upon coordination With Human Resources ACCOUNT CODING: All travel forms relating to a specific travel peri~ must bear the saine accounting data to properly identifY.the traveler's department. section. public PUIpoSe and location as w~ as the fund and accOW1t to be charged. . I I PROCEDURE SOU'I'HWEST FLORIDA WATERMANA~EMENT DISTRICT TITLE: TRAVEL SEClIONJDEPAR~: ~C~~~ FINANCIAL REPORTINGIFINANCE APPROVED: ~ \r ~ DATE: 08130/96 SVPERSwES: 13-5 Dated06l0l/96 NUMBER:- 13-5 PAGE: 8 of16 CLASSES OF TRAVEL: Class A and B travel shall mc:1ude any assigmnc:nt on official District b~s away from official headquartexs when it isconsidcrccl reasonable and necessary to stay overnight and for which travel expenses are approved. . Class A Continuous travel of24 hours or more a.way from official hcadquirteIs and away from home overnight This is calculated based on four equal quarters of six haws each wbich shall be a calendar day (midnight tQ midoight). Class B Continuous travel of less that 24 hours which involves ovCIiUght ab~ from official headquarters and away from home overnight. This is calculated based on, 6-hour cycles beginning at the hour of departure. . Class C Short or day-time !riPs where the .ti'aveler is not away.from official headquarters overQight or whCD, trav~ Occurs dUring evening hoUrs -due to special assigmnent'to \ cond~Ct District business. PER DIEM: (RelateS to Class A at B Travel Only) (1) A flat rate up to. $50 pQ" day ($12.50 per quarter day) reqUiring no receiptS for ~ms or meals, or . (2)~i:am,urscmcnt for theactua110dging cost for single occupancy to be substanti~bypaiCl bills, . .as" wen as fi.iC ~ri2ed meal allowance rates deSCribed below. When lodging; or meals are . provicl~ at a _ inStitution, the tJ:avelet shall be reimbursed only for the acttial expense of Icidgitlg or mealS not to "exCeed the niaximum alloWances. or " (3) Two or more District employees electing to sbuc a room while traveling under Class A or B tnlvcl s~ D.1Ust elect the same:: ~ diem method of rdmbJJl'Scmcnt (1) Or (2) as describ~ abpve. IfrC~~t option (2) is elected, o111y the actual cost ofthc room as wen as the authorized incaI anowancc.s sha11 be reimbursed. . . or - (4) In the cascofforeigu tIavel, the traveler may chooscthe Statcper diem rate as stated above or the foreign travel per diem rate as authorized by Section 112.061 (3)( e), Florida Statutes. To be cligIDle for F diem or any ttavc1 expense allowances, the travel must be authorized by the appropriate approval authority and must meet the public purpose requirement I PROCEDURE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICf TITLE: TRAVEL .SEcnON/DEP APPROVED: NUMBER: 13-5 PAGE: 9 of16 : ACCOUNTING & FINANCIAL REPORTlNGlFlNANCE fiCTIVE DATE: 08130196 SUPERSEDES: 13-5 Dated 06/01196 MEAL A:J..LOW AN:CE RATES: (Relates to Class C Travel) . To Receive Must Depart Must R.etum PJI,}'ITlent 'For- Prior To: After Allowance Break&st 6a.m. 8 a.m. 53 LUnch 12 noon 2p.m. 56 . Dinnc1: 6 p.m. 8 p.m. 512 Meal allowances will be Paid to persons in Class C Travel status when participating in ~heduled public niee~ SeminarS, workshops. special JfR~gTIments or other official busineSs which occurs oUtside the noinial work Sssigmncnt of a traveler. .. _. .v' . .... . Field staffshalI only rC:cCivc~mCal alloWancc(s) when an: assi~c:nt requires overtime status since their normal w01ic assignment is "in the field. It . In co~pliance \Yith Intema1Rcvenuc S~ce, Publication IS, Circular E, Employer's Tax Guide, ClasS C meal allowance reimbUrsements arc subject to. coiisideration as incOme for tax ptuposes. When a confeIence or convention iegistratioil fee mclu4es meals, the traVeler will n~t bc,reimbUDed for the meals .befug provided. If the ptagi:am for i confere1ice or C<<?nvention states that bre8Iifast, . l1111c;h or dinner is incl~d in the f~ the traveler is eXpected to I'cccive ~ mi:a[ without rcUn9qrscmeat. (Continental breakfast Ii considered a breaictast and Is not rClmbwble whCn prQvid,C<L. .BruIlch will be coDsidcrcd 8t the lunch alIowaDp: ~te.) Reimburseinent ibr~. expense will be tllC'- lippropriiltoDleaI allowance rate regardless ofthc actual cOStofthc ~eat1JietraveIer m~tabsom'l1i:y east abovo the: mc81 allowance amount. TIps wilt Dot be refuibuned~ AUTO EXl>>Jt.NSES: Mileag~ will be reimbursed at the rate approved by the Sta~ IcgisIa.turc for the rotind trip :from the travelers point of origin f9 point of destination when the trave1c:r is authoOzcd to uSe his or her own pcisonal vehicle for official District bUsiness. The following guidelines apply:. .. It is recomm~dcd that a District pool vehicle be used for all District travci unless one is not avaiI~le or usC- of a personal vehicle would be more efficient or cost effective. Use of a perSOnal vehicle shall be authorized by the trav.elers Director.as deemed appropriate. . · All miI~ claimed must be by a usually traveled route from the point of origin to the'pOint of destination. Ch8pter 112.061(7)(a), Florida Statutes. states, "All travel must be by a usually travcledroutc. In case a person ~veIsby an ~t route for bisown convenience. any ~ costS shaH be bome by the traveler; and reimbursement for expenses shall be based only on such I . charges as have been incuired by a usually traveled route. It I. PROCEDURE SODTHWEsT FLQRlDA WATER MANAGEMENT DISTRICT NUMBER: 13-5 PAGE: 10 of16 TIUI.: IRA VEL SECTJONJDEPAR: APPROVED: G &: FINANCIAL REPORTINGJFINANCE ECTIVE DA~: 08130196 SuPERSEDES: 13-5 Dated 06/01196 AUTO EXPENSES (cOntinued): · Whenever the point of origin and point of destination ~ within two different dty limits indicated on the Florida Department ofTnmsportauonofficial transportation map. mileage; shall be detcnnined by Using the Official Highway Mileage chart (Exbibi~ A). which provides the computed distanCe from the "townll of origin to the "town" of destination, not actual odometer ~gs. If either town/city does Dot appear 00 the chart, or when involved in vicinity travel. mileage sho~d be shown by actual odomCtcr rcamnv. ~ver empioyecs travel between District scIVice. office;. ~eage sbaI1 be detcm1incd by using the District Mileage Chart (Exlnoit B).. . · For all continuous travel trips reporting tho employee's home as the point of origin. (departure - point). the aIio~Ie miicage from ttze point of origin (employee's home) to the first work stop . shall be the leSsei of the actual odometer mileage or the distance from the employee's official headquarters to bisIhcr ~ work stop. . · For.all CQntinuous travel trips reportingthe ~loyee's home as a final destination. the allowable ~eage .1IODithe last worJc stop. to the final destinatioil (employee's home) ~ be the leSscir of the actual Odometer mileage ~ the distance from the employee's"Iast work stOp to hislher official headqUarters. . · Reimbursement for expendituIcs re1~g to the operatiOn, maintenance arid ownership of a pCt'soriaJ vchiCic. other than mileage is not permitted. · T~o round trips. to an airport may Pc approved if it is detenI1ineci to be mole economical than One round trip ~lils the aiIpOrt parking fee for the personal v~cle during the schCdulCd travel. AUTOMOIJn.E ~.ALS: Each Goven$g Board member. the EXecutive DirectQt, Ass~~ &ec1itiv~ DirectOr? bcputy Executive Din:ctor. General Counscl,attomcys and otheJ: indiVi41ials at@,n~~,d by the GOYcmmg BOard or Executive Director may be supplied a Rental AgCJWYC:~~ Billing CIeditCard f()r their use While 00 District business. Purchasing will oxPc:r and dis~butc ~ cards after recciVingan approved C~t CardsIK.cys Request fuim frOm the authorized individuals. " An ; . ;~Io~ who is ~ to use a. R:Dtal auto. but bas not been assigned an auto credit caxd. may rcqL:..._~ a Rental AgciiCy Otie Trip Travel Order (O.T.T.O.). The D.T.T.O. is a substitUtcfor an.auto credie card to be used only oncc. Travelers may.requeSt theD.T.T.D. by sUbmitting.a memo to PUrchasing with a. copy their fully executed Travel Authorization fonn attached. I . PROCEDURE SOUTHWEST FLORIDA WAtER MANAGEMENT DlSTRIcr NUMBER: 13.5 PAGE: 11 of16 TITLE: TRAVEL SECTIONIDEPART APPRO~D: . ,ACCOUNTING & FINANCIAL REPORTlNGIFINANCE EFFECTIVE DATE: 08130/96 SUPERSEDES: 13-5 Dated 06/01196 AUTOMOBILE RENTALS (continued): The ~tcatdandO.T.r.O. arcprovidcd bythcn:nta1 agency as part of its agreemci1t with the State of Florida. Individuals using ,a credit card or D.T.T.O. are to ensure that the proper discount is applied, that DO sale$ tax is'charged. and that the most economical type of Vehicle to appIopriately ~te the travel needs is tcqucsted. , CI~ l(A) ,2(Bj 3(C) 4(E) 5(V) Vehicle Size Sub-Compact C ' . t . ompac Intermediate Full Size 41dr Mini-Van Code EeAR COAR IOAR FDAR MVAN . AIR TRA YEI.: It is the responsibility of the scheduling department to detenninethe most economical method of travel prior to making reservations. Reservations may.not be QJ.adc until appropJilitfJ Uavel authorlzation .rcquiremcIlts bave .been met. The District's ConfJ;aCt Ttavel ~eim:ntSeivicespi'ovider should be 1J1ilizecl exclusiVely for xeq\ICSting cstimatcSaIul ~ tlipts unless sub~~ saviri~ tan be realized by utilizing another source. The reSpective ' dcplrtmcnt is responSible fof in~1dDg, ~har,ging and/or ,cancelling reservations.. All C?Oriunercial tli8h~ will be'coach class uniess notavailable. .' Air Travel Cards arc credit cards accepted by most major airlines for flights limited to North ~ca. These car$ are ordcrcd,assignCd and distributed by Purr.hlu;ing Use Credit :CatdslKeys ~~ fOl'p1.~ rcqu,est ~ air travel Card. Nmmally, these cards are omy Wued to GovCDling Bo8M ,~#~~ #~t!Yc-~, ASsiStant~veDm:ctor. Deputy Executive DiICctors;'~' . CQlIrisel. . Diicctors 'al:1d AftoiiiCys. other ~ may request air travel cards only Iftcir obtaiDing authOriza~ontroni thC Executive Director. .Ttaye1crsmust ICmm the passcngerreceipt from the used air~e ticket (last page ofticlcct). Upon ICtiun to the District, ~ icceiptmust be forwaIded to Acto\D1ts Payable 'within three business days with'the travciets signature and appropriate account coding on the cOpy. ' CHA.RTER FLIGHT SERVICE: This service is to pf()vide specific transportation to attend IJ1CCting~ etc. in order to conduct District bU$incsS (ovcrlIights arc excluded from thiS prpCedmc). Rcq~ts for Gov~J:11iJ1g aDdIor Basin Board inembers. Executive DiIectOr, ASsistant Executive Director, Dqmty EXecutive Dircctorsand General COunsel charter flights will be arranged through the Executive Department after receiving approVal as stated in the Policy. The use of charter flights by 5t;aff iI?embcI3 should be an exception and must be authorized by the Executive Director. A requisition (RX) must be entered into'the financial system Lwith the flight schedule information in order for i purchaSe 6rder to be processed. ' . I PROCEDURE SOUTHWEST ~ORIDA WATER MANAGEMENT DIstRICT Tm.E: TRAVEL SECIIONIDEPAR ' APPROVED: NUMBER:' 13-5 PAGE: 12of16 G & FINANCIAL REPORTINGIFINANCE CTJVE DATE: 08130196 SUPERSEDEs: 13-5 Dated 06/01196 CHAR~R ~IGIO" SERVICE (continued): Purcba.sing, will process the request in accordance with Board Policy 150-1 and District ProcedUre 15-1 gQvcqiliig procurement practices. which includes contIacting for services With an appropriate charter flight sci'vice. obtaining the required services at the best responsible price (consistent with trip requiIemcnts and safetY). and caD~1JingfChanging the services reqt,lCSted upOn ~ceipt of .nOtifiCation from ~o requesting dcpBI1ment. Emcrgeocy ~ents may be ~ directly with Purchasing who willthcn notify the Executive Department andrequcst ~on of the required documents. ' UndcrnOrmal ~. payment oforreiDibursemcnt for travel byprivate or company-owncd or cbaitet planc:l sbaIl be no greater than that allowed for COlJ1D1CIcial (coach class) air travel rate for ' equivalent distance. aO'FEUMOTE~ ACCOMM;ODATIONS: Lodging CJq)CI1Se is teimbursable to authorized Diitiici: D'VClers requiring overnight abSence away tiOin ofifcial headqUarters ~d' home' under Clalm.f., at B ~ycl. The traveler may not receive reimbUrsement for lodging within the local ~a tiDIess authorized by the Deputy EXecutive bircctor ofMtuiagclncnt Services. . . '. , In order to achieve a cost savings to the District, the ~triCt may contract directly with the hoteJluiotcl. ' " On ~cm:, when the traveler's flight schedule or ending time of a confcrcncc: prevents retumiIig ~ by an:aSOM"le.ho~. the Department Director must determine whether an additional ovemight accommodatio~ is .warranted. E~GENCY EXPEN$S: Emergencycxpenses that arc Ilot related to travel shOu14 I!Pt ~ on tJ1.cTia,vel VouchCr. Paid invoice or JeCcipt for such CXpenses must besubmi~for re~blUScmCnt thrQugh petty cash or. if over $25. l?y submitting a check request to "AccoUnts Payable. OTHER EXPENSES:. When expenses are incidental to travel. receipts sh;alI be attac1lcd to the Travel.VoUcher andcxpIain~ briefly on thc form or.an attached mcmorand.um. Rt:ccipts arc ' rCqUircd in allC8.$es. ~cept when receiptS are not possible (i.e.. p~r~ meters). An expWuuion must bO included to explain when no receipt is available. Ifproof of payment or explanati~n is not submitted. rebUbUISement cannot be authorized." .. I. r PR.OCEDURE SOUTHWEST FLORIDA WATER MANAGEMENTDISTRIcr NUMBER! 13-5 PAGE: 13 oC16 nTLE: ~ VEL . SECTIONJDEPA~: ACC9~~~CIAL REPORTINGlFINANCE APPROVED: ~'<;' ~E DATE: 08130/96 ,SUPERSEDES: 13-5 Dated 06/01196 OTHER EXPENSES (continued): Other authoiized expCnses include: I. Tolls for road,.bridge, fcny, etc. (receipts ~d when available) 2. Parlcing and storage fees (rcc:ciptsmquired-exceptm_paridDg) 3. Long~,te1ephonc charges. for business purposes (~IeqUiIed -except when coin opcmted dcvic:es &R u.scd) 4. Noininal telephOne expenscs. for business pmposes (reCeipts ~ - except when coin dpcrated dcviCes.~ Used) . " 5. Taxi filrc or other similar transportation costs associated with af:tP.nmng busincss functions or $oing to (from) the hotel (rccciptrequiRd)' . 6. CoDferci1ce' or convention registration fee paid directiy by the traveler while attending. a conference or convention serving the public purpose on behalf of the Distric~ (receipt requitM) 7. State. sales tax p~d directly by the tmveleron purchases directly related to District business f, 't "iJircd) . -. , \tecelp ReI ,", ' ',' · E:ipktitaJ1Dil_ tZIIIIt:I.d /g Truwl yattdrt,.m Ii!aIfh plllUk J1II'1IfW of<<d =Up _icII~..m il'nqw6l<<l. .' ' ExpCD$eS not reimbursable arc: 1. 'Tips or gratuities ,4 PCrsor;Wtetephone calls . 3. Excess b~ge charges unless, chargcs ~ for District equipment :um or miss~~pts will rcquiIe a statement signed by the traveler with Department Director's approval in mdei to.ieccive reimbursement. o~, travel ~, riot detailed in the Procedure sbaIl be h8ncned by exception with Deputy ~utive ;DiicCtor's approval. ~ ~ ApV ~CES: A4vance payment for official travel may be authorized by the Executive DiIectoi' or ~ for Class A or B travel when the tmveler anticipates substantial travel cXpcoses . (i.e" lodging~.'me.aIs~p~g) 8nd requests funds to cover the, asSociated travel costS. Travel advariCeSWiII notbC authoriZed for Class C travel expenses. The minimum. travel advance ~ount is $50. tho. DiaXi1n\lP:l trav~l advance shall notcxceed 80 percent ofthc estimated cost for official txavelexclud,iIig ahypayDients made directly by the Qistricl The travel advance win generally be madC to the travcier on the Thursday prior ~ hislher departure. ' Adv,imce pa~cnt (or the travelers ,credit card authorization) tor one night's lodging is usually reqwIed to gwu.ant~ a reservation if the' traveler will anive after 6 p.ol. and may be rcquU'ed to . reServe a room. at a prefCIICd. groUp tate. The District may reimburse this one night guarantee as an advance to the traveler if the traveler does not provide acn;dit card authorization. '.P1e ~ance. if rcqUiIe~ will be made to the traveler prior to the due date established by the hotel/motel. I PROCEDURE SOUTHWESt FLORIDA. WATERMANA.GEMENT. nisTRICf TITLE: TRAVEL SECIlONIDEPAR APlROVED: NUMBER: 13-5 PAGE: 146f16 : ACCOUNTING & FINANCIAL REPORTINGIFINANCE FFECTIVE DAD: 08130/96 . SUPERSEDES: 13-5 Dated 06/01/96 'IRA VEL AnV ANCES (continued): . As soon as possible after the employee 1eams of a travel assignment; and an a.c;Ivance is desired, the emplc)1ee should compl= a Travel Authorization form and mark the "Advance travel Payment Requ: --red" section. The request must be approved by the empioycc:'s Department Diiector before paym::llt can be prOcessed. Within tbIec worlcing days . returning to the District, the tmvclcr who received a travel advance ~ ~to Submit a completed Travel Voucher. The Iinotint of the travel advance is to be deducted from the travel eXpCnscs claimed and any excess travel advance amount must be rcimbUI$ed to ~ District when submitting the Travel Voucher. . CONTINUOUS. TRAVEL STATUS: Those employees on contiIulous travel status may receive aconur..uous travel advance in an amount not to exceed 80 percent of ex;pcctedtravel expenseS for a two-week travel period. ContinuouS travelm are defined as einploycc:s who routiiicly travel ovcmi8ht. These employees Qn continuous travel .status must Cauip1cte a- Trayel. Voucher on a . w@ybasis to ~t their actual travel exp~ If an eQJployec is no Iongc,r gn,coI@1uous mlvelstatus; any continuous travel advance amount in excess of act1iaI expenses must be refunded to the District witliin tluce busine,ss days. , '., TIle Executive Director lIUly liIotlifY or interprd this Procedul'~ I PROCEDURE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICT TITLE: TRAVEL SECTIONIDEPAR APPROVED: NUMBER: 13-5 PAGE: 15 of16 G &FINANClAL REPORTING/FINANCE CTlVEDATE: 08130196 SUPERSEDES: 13-5 Dated 06/01/~6 EXHIBIT A . 'OFFlCIAL mGHWAY MILEAGE CHART Whenever the point of origin and point of dcs1ination arc within two different city limits. indIcated on the Florida Department ofT~on official transportation map, mileage slian be determined. by lising the' Qffici~ Highway MIleage chart providing U1c couipUted distance from the "town" of origin to the "town" of destination, not actual odometer n:adings. . To Use the mileage chart. detcnnJnc the town of origiInnd town of dCsfu1ation. Locate both on chart. PIaCC" mer along step beneath town appeariiig closest ~ the right. Follow ~s to intersecting column beneath town appearing closest to the; left. The number at the, fut;crsCction rQpIesentathc one-way mileage between the tWo. towns. This is the mileage to be reported when traveling between the city limits of two cities or towns appeuing on the mileage chart. ~LE: City of Tampa to City ofSt. Petersburg = 20 miles . . . NOTE: This "Official Highway Mileage" ~ is printed on the cum:nt Florida. Official Transportation Map which is aVailable in eac;h Department. . I" -III 1;1' 'It ii' all' If 16. .14 . " .. ... " _ .. In an a>> ," 'U I. .. III Il ala OIl DI Q _. _ a. 10 IOJ :J>>" 101 ..0 31'). lilt JIZ '" n III u ita.45 G6 III I' au .,...,,- '1 aa .. us ~ I~n:: o. .. "- __DI __.4._ 1....._. _u...... .- ... * .. .. n. _ 11 '04 II 1M lIS .. .. lIII .. NI ... ," 1M 'JI "' v_ all ~ .. III II I. 211 ... 4" .. .. .. III >> I. ,. '..... .,1. I , I PROCEDURE SOUTHWEST FLORIDA WATER MANAGEMENT DISTRICl' , TITLE: TRAVEL SECTION/DEPAR APPROVED: NUMBER: "13-5 PAGE: 16 of 16 G & FINANCIAL REPORTINGIFINANCE CllVE DATE: 08/30/96 SUPERSEDEs: 13-5 Dated 06/01/96 EXHIBIT B DISTRICf MILEAGE CHART DocumcntedMileage for Most Direct Route , Between SCrvlce Offices . HeadqUarterslBrooksville HeadquarterslBrooksville HeadquarterslBrooksville HeadqtiarterslBrooksville Tampa Service Office Tampa Service Office T~pa Service Office .B~w Service Office Bartow ServiCe Office , ' Inverness'Service office Y~ce Service OffiCe Inverness Service Office Bartow Service Office Venice ServiCe Office Tampa S~ Office Inverness service Office BartOw Service Office Venice Servi~ Office .. . ' -.-. .~..:t~-::k' Venice Service Office Inverness Service Office ~1fj': ~ . ., . . . . .. .' - . - ". ;:..:0.. .~"'fI;l: ":". · These miles were determined by combiiting the Comiec:ting points' far which milci lUWabemi documented. Three of the five Disttict Servi~ offices are not located within the limits of a city. Thc;efqre, the mileage to ~c s'erYi~ offices cannot be determined usi:Dg the Official Highway Mllc;agc chart- l11CSC 'st.mc;e ofticeS2re ca.lled: Brooh--ville HeadQu8rters,Tampa. service o:fficC and Venice ServiCe Office_' ' The ~e.nted mileage between service o6iccs as listed ill the above chart shall be U$Cd whenever a Distri~ 4-avelCf is ~vCili:D.g bCtween Distrjct ~cc offices. Ifthcm are cxtcnuatiilg or uii(orcsecn circQri1Starice~ such as a detOUr, W~ch require the District travcl~ to take another langer route, an explam.tiqi1 as to why the mileage reported is ~ than the docum~ted mileage on the above cbart muSt be inciudcd with the travelers submitted Travel Voucher and approved by the authorized , signers. ' . , 'J.Thc mileage bctwcca the Bartow and In'':,,!l1CSS SClVicc officel. reflects the Official Highway Mileage chart miles since these tWo service offices arc located ~. .'. 'II the c. limits.